Diplomatic Engagement and Assemblies Affairs Division, Sector of the Director General Grade - P2 Contract Duration - 1 year Duty Station : CH-Geneva Publication Date : 10-Dec-2024 Application Deadline : 24-Dec-2024, 4:59:00 PM
IMPORTANT NOTICE REGARDING APPLICATION DEADLINE: please note that the deadline for applications is indicated in local time as per the time zone of the applicant’s location.

1.Organizational Context

a. Organizational Setting

The position is located at the Diplomatic Engagement and Assemblies Affairs Division, Sector of the Director General. The Division is responsible for all engagements with the diplomatic community in Geneva through various avenues such as events and meetings, as well as oversee the administrative, logistical and other aspects of key meetings such as the Assemblies of the Member States of WIPO (the Assemblies).

b. Purpose Statement

The Assemblies Affairs and Meetings Planner provides day-to-day support to the Diplomatic Engagement and Assemblies Affairs Division in the organization of the Assemblies and the meetings of sub-bodies (i.e. Working Groups and Standing Committees) and coordinates with internal and external stakeholders for the efficient and timely implementation of the Assemblies and related meetings. The incumbent plans and coordinates the preparation and delivery of services for the Assemblies and related meetings.

c. Reporting Lines

The incumbent works under the supervision of and reports directly to the Senior Counsellor, Diplomatic Engagement and Assemblies Affairs Division.

2.Duties and Responsibilities

The incumbent will perform the following principal duties:

a.Support the Director, Diplomatic Engagement and Assemblies Affairs Division, in the planning, preparation, and coordination of the workflow of the Assemblies documentation, ensuring the timely preparation, translation and online posting in all languages of all relevant documents, including the drafting and editing of reports in reported speech.

b.Provide support to the Director, Diplomatic Engagement and Assemblies Affairs Division, in editing and/or proofreading in English the Assemblies documentation in accordance with the WIPO rules and procedures.

c.Assist in the coordination of side events in the framework of the WIPO Assemblies and sub-bodies to the WIPO statutory bodies (i.e. Working Groups and Standing Committees), monitor and update the relevant calendar of side events and closely cooperate with the Divisions Events’ team.

d.Participate in the preparation of statistics and follow up of satisfaction surveys. Assisting in the archiving of the Assemblies documentation.

e.Assist in updating and ensuring the accuracy of the Assemblies website.

f.Support the Director, Diplomatic Engagement and Assemblies Affairs Division, in delivering successful high level and governing body meetings and conferences, including those of the sub-bodies (i.e. Working Groups and Standing Committees). Assist in monitoring, coordinating, updating and regularly sharing within the Organization information on procedural and administrative aspects related to the governing bodies and the sub-bodies.

g.Provide assistance to the development, implementation, testing, effective use, maintenance and further evolvement of the ongoing Digital Secretariat project. Assist in monitoring the electronic registration system.

h.Provide assistance in monitoring, updating and providing further input regarding the WIPO conference mobile APP.

i.Perform other related duties as required.

3.Requirements

Education (Essential)

First-level university degree in social sciences, political sciences, economics, law, international relations, diplomacy, linguistics (English).

Education (Desirable)

Advanced university degree in social sciences, political sciences, economics, law, international relations, diplomacy, linguistics (English).

Education in editorial and proofreading.

Experience (Essential)

At least three years of relevant professional experience participating in and/or servicing an institutional body in the public or private sector.

Experience (Desirable)

Relevant professional experience participating and/or servicing a body of the UN common system, in and/or at governing body level in other International Organizations.

Relevant professional experience in supporting digital business transformation processes.

Language (Essential)

Excellent knowledge of English.

Language (Desirable)

Knowledge of other official UN languages.

Good knowledge of French is an asset.

Job Related Competencies (Essential)

Excellent organizational skills with the ability to work independently, take initiative, multitasking, work quickly and accurately under pressure to respect deadlines.

Ability to deal with inquiries and clients at all levels.

Diplomacy and discretion.

Excellent communication and interpersonal skills and ability to maintain effective partnerships and working relations in a multi-cultural environment with sensitivity and respect for diversity.

Knowledge of UN rules and procedures.

Competent user of Microsoft Office applications (Word, Excel, Outlook, PowerPoint) and experience in implementing innovative digital strategies.

Job Related Competencies (Desirable)

Familiarity with digital tools and platforms, notably CRM tools, would be an asset.

4.Organizational Competencies

1. Communicating effectively.

2. Showing team spirit.

3. Demonstrating integrity.

4. Valuing diversity.

5. Producing results.

6. Showing service orientation.

7. Seeing the big picture.

8. Seeking change and innovation.

9. Developing yourself and others.

5.Information

Annual salary:

Total annual salary consists of a net annual salary (net of taxes and before medical insurance and pension fund deductions) in US dollars and a post adjustment. Please note that this estimate is for information only.The post adjustment multiplier (cost of living allowance) is variable and subject to change (increase or decrease) without notice. The figures quoted below are based on the November 2024 rate of 90.1%

P2

Annual salary

$50,377

Post adjustment

$45,390

Total Salary

$95,767

Currency USD

Salaries and allowances are paid in Swiss francs at the official rate of exchange of the United Nations.

Please refer to WIPO’s Staff Regulation and Rules for detailed information concerning salaries, benefits and allowances.

Additional Information

• Temporary appointments are renewable, subject to continuing needs, availability of budget and satisfactory performance with a maximum cumulative length of two years.

The Organization reserves the right to make an appointment at a grade lower than that advertised.

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By completing an application, candidates understand that any willful misrepresentation made on this web site, or on any other documents submitted to WIPO during the application, may result in disqualification from the recruitment process, or termination of employment with WIPO at a later date, if that employment resulted from such willful misrepresentations.

In the event that your candidature is shortlisted, you will be required to provide, in advance, a scanned copy of your identification and the degree(s)/diploma(s)/certificate(s) required for this position. WIPO recognizes higher educational qualifications obtained from institutions accredited/recognized in the World Higher Education Database (WHED), a list maintained by the International Association of Universities (IAU) / United Nations Educational, Scientific and Cultural Organization (UNESCO). The list can be accessed here: http://www.whed.net/. Some higher educational qualifications may not be listed in WHED, and will be reviewed on a case-by-case basis.

Additional testing/interviewing may be used as a form of screening. Initial appointment is subject to satisfactory professional references.

Additional background checks may be required.